Business Guide to Cash Management
Business Guide to Cash Management
Domestic Wires
ACH Transfers
Company Policy
User Roles
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Published by Murphy & Company, Inc. 13610 Barrett Office Dr. St. Louis, MO 63021 www.mcompany.com
© 2009-2016 Murphy & Company, Inc. Microsoft, Microsoft Money, Windows, and Internet Explorer are registered trademarks of Microsoft Corporation. Firefox is a registered trademark of the Mozilla Foundation. Quicken is a registered trademark of Intuit, Inc. Macintosh is a registered trademark of Apple Computer, Inc. Adobe Reader is a registered trademark of Adobe Systems, Inc. in the United States and/or other countries. © 2012 Portions of this guide are written by Q2 eBanking. Disclaimer Concepts, strategies, and procedures outlined in this guide can and do change and may not be applicable to all readers. The content in this guide is not warranted to offer a particular result or benefit. Neither the author/ publisher nor any other party associated with this product shall be liable for any damages arising out of the use of this guide, including but not limited to loss of profit, commercial, special, incidental, or other damages. For complete product and service information, please refer to the terms, conditions, and disclosures for each product and service.
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Welcome
Welcome to Hudson Valley Federal Credit Union Business Banking! You can use the Table of Contents to click to the topic or feature you’re interested in, from basic login information to bill pay and transfers. If you have additional questions, contact us at 845-463-3011.
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Table of Contents
Internet Banking Activity ........................................................................5 Company Policy ............................................................................................8 User Roles ......................................................................................................12 User Role Templates ................................................................................15 Edit User Role ..............................................................................................17 Add a User .....................................................................................................19 Subsidiary Setup .......................................................................................21 Editing Subsidiaries .................................................................................22 Recipient Setup .........................................................................................23 Edit Recipients ............................................................................................26 Payments .......................................................................................................28 Create a New Payment Template ....................................................29 Dual Authorization ..................................................................................37 Secure Access Code ................................................................................38 Tax Payment ................................................................................................39 Mobile Authorizations ...........................................................................40 Create a Report ..........................................................................................41
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Business Banking Internet Banking Activity
The Internet Banking Activity shows transactions initiated through Online Banking with HVFCU. You can view details of single and recurring transactions as well as stop payments and check reorders. Depending on the account type and your accessibility, you can review, approve and cancel unprocessed transactions.
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Business Banking Internet banking Activity
Click on Internet Banking Activity . 1. You can choose to view Single Transactions or Recurring Transactions by clicking on the appropriate tab at the top. 2. Click Filters for additional sorting options. Select the six maximum columns you want to display and click Apply Filters . 3. Click on a transaction to view more details including the Transaction Process of a wire. 4. To print a list of transactions click the icon or to export a list of transactions select the icon.
Note : Treasury customers can easily view status and ownership as well as the process workflow for each transaction.
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Business Banking Activity Center
Approve and Cancel Transactions Based upon your company setup, you may have the ability to approve and cancel multiple pending transactions within Internet Banking Activity.
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CancelSelected
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Approve Transaction
Are you sure youwant toapprove this transaction?
In the Transaction tab, click Activity Center . 1. Click the
Show Advanced icon. An additional column of check boxes
appears next to the Amount column. 2. Browse through your pending transactions and check the box for each transaction you want to approve or cancel. Check the box between Amount and Actions to select all transactions. 3. Click the “Actions” drop-down and click the “Approve Selected” or “Cancel Selected” link. 4. Click the Approve or Cancel button when you are finished. The status will then change to Authorized or Cancelled on the Activity Center page.
Note : If you cancel a recurring transaction in the Single Transaction tab, you will only cancel that single occurrence. To cancel an entire series, you must visit the Recurring Transactions tab in the Activity Center.
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Business Banking Company Policy
If your company has complex banking needs, such as high transaction volumes, ACH/ wire transfers, or a large number of employees, Treasury Management features offered through Online Banking with HVFCU will help simplify your daily needs. You can manage entitlements, send and receive payments, and generate reports. You will begin by defining entitlements at the company level from the Company Policy page. Then, you will need to specify user roles that set limits and rules for individuals or user groups. Company Policy Overview:
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Business Banking Company Policy
In the Business Banking tab, click Company Policy . 1. Select the transaction type to define allowable actions and limits at the company level. 2. Click the Allowed Actions tab to view and edit policies for Draft Amount, Approvals, Subsidiaries, Accounts, Draft Hours, Location, and IP Addresses. 3. Click the Approval Limits tab to view and edit maximum transaction amounts. 4. Click Add New Allowable Action to create a new policy. 5. Use the Policy Tester to try an example transaction. 6. Click the Save button at the top when you are finished making changes.
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Business Banking
Company Policy
Features:
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In the Business Banking tab, click Company Policy . 1. Select the Features tab at the top.
2. View all of the allowable rights and features and click a feature to edit it. 3. Click the Save button at the top when you are finished making changes.
Note : You can define allowable features and account viewing rights in the User Roles tab.
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Business Banking Company Policy
Accounts:
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In the Business Banking tab, click Company Policy . 1. Select the Accounts tab at the top. 2. View company accounts and select an account to edit a user’s View, Deposit, and Withdraw rights. 3. Click the Save button at the top when you are finished making changes.
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Business Banking
User Roles
A user role is comprised of a set of rules that governs access to features, accounts, and transaction types that can be assigned to multiple users. For example, you can define access that a payroll administrator would have in comparison to your payroll clerks or a location manager compared to an owner. This feature allows you to setup checks and balances within your processes.
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In the Business Banking tab, click User Roles . 1. A new user role can be created by clicking Create Role . 2. Enter a Role Name and description. 3. Click Continue .
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Business Banking
User Roles
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4. View and edit a user’s specific transaction and approval limits by selecting a Transaction Type in the Overview tab. 5. Disable a user’s ability to Draft, Approve, Cancel, or View transactions by clicking the check marks under each column. • Can view only their activity • Can view activity of all users • Can view activity by others. • Cannot view activity of any user
Note : Limits and allowances created in user roles control what is allowed at the company level. Restrictions may not exceed the limits set in the Company Policy.
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Business Banking User Roles
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6. Disable a feature by clicking on it in the Features tab. Dark boxes with a check mark indicate that the feature is active, while white boxes indicate that the feature is inactive. 7. View and edit a user’s View, Deposit, or Withdraw rights in the Accounts tab. • User right is disabled • User right is active • User right is locked and cannot be edited 8. Click the Save button at the top when you are finished making changes.
Note : If the User Management feature is assigned to a user, they can change their own rights and limits. Be sure to limit which users have this feature.
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Business Banking User Role Templates
Within the User Roles feature there are pre-made User Role Templates. These templates can be applied to users or modified to fit your needs.
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In the Business Banking tab, click User Roles . 1. Click the User Role Templates link. 2. Read through the template descriptions. 3. Click the
icon to for additional information about a template.
4. Click the
icon to copy a role template to create a new User Role.
5. Enter a Role Name or keep the one provided. 6. Click Continue .
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Business Banking
User Role Templates
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7. Make the needed changes to your template by clicking through the top tabs. For more information regarding edits to your template, review the User Role section on page 12. 8. Click Save when you are finished.
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Business Banking Edit User Role
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In the Business Banking tab, click User Roles . 1. Click the icon to delete a user role. 2. Click the
icon to copy a template to create a new user role.
3. Click the icon to edit a user role. 4. Make the necessary changes using the tabs along the top. For more details on making changes view the User Roles section on page 12. 5. Click the icon to edit the User Name and click Done when finished. 6. Click Save when you are finished making changes to the User Role template.
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Business Banking
Edit User Role
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7. The number under the users column indicate how many users are assigned to that user role. Click on the number to view which users are assigned to that user role. 8. Click the icon to change a User Role. 9. Change the assigned User Role using the “User Role” drop-down. 10. Click Update Role when you are finished.
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Business Banking
Add a User
Users are easy to create. Each new user will have their own login ID to your Online Banking. This gives you the ability to restrict what accounts each user sees and what functions they can perform.
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Click on the Business Banking tab, then click on Users . 1. To create a new user click Add User on the right.
2. Be sure to input a unique login ID and password that will be used by this user. 3. You can assign a User Role at this point or leave it unassigned and assign it later. 4. When finished, click Save . 5. After you click save, you will be immediately begin Assigning User Rights.
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Business Banking
Edit User
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1. After a user is created, click the
icon to assign a user role. Unapproved users
are orange. 2. On the View User page, you can edit role assignment of new or existing users from the User Role drop-down. Click Update Role . 3. To disable a user, click Deactivate User. 4. To remove a user, click Delete .
Note : Users can edit their personal information through the Update Profile tab within their own account.
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Business Banking
Subsidiary Setup
Subsidiaries are alternate or secondary company profiles that are used when your business requires transactions for multiple entities. If you operate a relatively small firm with just a few accounts, this section may not apply to you.
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In the Business Banking tab, click Subsidiaries . 1. Click the Add Subsidiary button in the top right corner of the Subsidiary Management page. 2. Enter the subsidiary’s information. Fields marked with an asterisk are required. 3. Select your Payment Type. 4. Click the Create Subsidiary button when you are finished.
Note : The required fields in the Add Subsidiary page vary depending on the selected payment type.
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Business Banking
Editing Subsidiaries
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In the Business Banking tab, click Subsidiaries . 1. Click the clicking Yes . 2. Find the subsidiary you want to edit and click the
icon to permanently remove a subsidiary and verify by
icon in the bottom right corner of the box. Details of that subsidiary will appear in a new screen. 3. Click the Save Subsidiary button at the bottom when you are finished making changes.
Note : Deleting a subsidiary does not erase the data from an existing payment using that subsidiary.
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Business Banking
Recipient Setup
A recipient is any person or business that receives payments from your business. After a recipient is created, you can simultaneously include them in multiple payments or templates. Each entry contains the recipient’s contact and account information. Add a Recipient:
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In the Business Banking tab, click Recipients . 1. Click the Add Recipient button in the top right corner. 2. Enter the recipient’s information. Fields marked with an asterisk are required. 3. Click Next .
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Business Banking Recipient Setup
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4. An Account - New tab will appear. Select the recipient’s Payment Type and enter their Account and Routing Numbers . 5. Enter the recipient’s Name and Address if you plan on sending wire transfers. 6. Select the Beneficiary Type . 7. If you are sending international wires, you will need their bank’s International Bank Account Number (IBAN), SWIFT Bank Identification Code (SWIFT/BIC) or all three. Select IBAN , SWIFT BIC , or IBAN & SWIFT/BIC . 8. Boxes will appear under Beneficiary. Enter the IBAN , SWIFT BIC , or IBAN & SWIFT/BIC Numbers . 9. Click the Save Recipient button when you are finished.
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Business Banking Recipient Setup
IBAN
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SWIFT/BIC
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IBAN & SWIFT/BIC
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Business Banking
Edit Recipients
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In the Business Banking tab, click Recipients . 1. Click the icon to permanently remove a recipient and verify by clicking Delete Recipient . 2. Find the recipient you want to edit and click the icon in the bottom right corner of the box. Details of that recipient will appear in a new screen. 3. Click the Checking tab at the top of your screen when you are finished making changes.
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Business Banking
Editing Recipients
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10 11 12 13 14 15 16 17 18 19 20 1 2 3 4 5 6 7 8 9 4. Edit the recipient’s account information. 5. Click the Save Recipient button at the bottom when you are finished making changes.
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Business Banking
Making payments within Online Banking is simple when you use a template for each type of transaction that you frequently make. Be sure to monitor who can create or modify a template by altering user rights. Payments Overview: Payments
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In the Business Banking tab, click Payments . 1. Find templates using the search bar or choose a filter using the “Filter by Type” drop-down. 2. Click the icon to favorite a template. 3. View the last payment amount and last date a template was used under the template name. 4. Click the icon to delete a template. 5. Click the icon to copy a template. 6. Click the icon to edit a template.
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Commercial Create a New Payment Template
The Payments tab allows you to establish one-time or recurring payments. From here, you can create templates to automate your routine payments.
Step 1 – Info & Users
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In the Business Banking tab, click Payments . 1. Use the “New Payment” drop-down and select the type of payment you want to send.
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Commercial Create a New Payment Template
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2. Create a unique Template Name. 3. Indicate which users will have access to this template by finding their name using the search bar or checking the box next to their name. 4. Click the Next button when you are finished.
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Commercial
Create a New Payment Template
You will only select one recipient when sending domestic wire transfers.
Step 2.1 – Single-Recipient & Amount:
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1. Choose a recipient by finding their name using the search bar or checking the box next to their name. 2. You can also add a new recipient and remain within your payment template. Click the New Recipient button to be redirected to the Add Recipient page, then return to where you were within your template. 3. Check the box under the Notify column next to the recipients you want to notify. 4. Enter the Amount and include an Addendum. 5. Change the account the funds will be deposited into by clicking the icon. 6. Click the icon to edit the recipient. 7. Click the Next button when you are finished.
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Commercial Create a Payment Template
Step 2.2 – Multiple-Recipients & Amounts:
You will select multiple recipients when sending ACH collections, ACH batches, or payroll.
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1. Select the ACH Class Code. 2. Choose a recipient by finding their name using the search bar or checking the box next to their name. 3. You can also add a new recipient and remain within your payment template. Click the New Recipient button to be redirected to the Add Recipient page, then return to where you were within your template. 4. Click the Show All button to see all recipients including those who aren’t being paid. 5. Check the box under the Pay column next to the recipients you want to pay and click Pay All . 6. Check the box under the Notify column next to the recipients you want to notify and click Notify All .
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Commercial
Create a Payment Template
Step 2.2 – Multiple-Recipients & Amounts:
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7. Click the Import Amounts button to get amounts from a different template or manually enter the Amount and include an Addendum. 8. Change the account the funds will be deposited into by clicking the icon. 9. Click the icon to copy a recipient. 10. Click the icon to edit a recipient. 11. Click the Next button when you are finished.
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Commercial
Create a Payment Template
Step 3 – Subsidiary: Domestic Wire Only
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1. Choose a subsidiary by finding their name using the search bar or checking the box next to their name. 2. Click the icon to edit your subsidiary’s ACH Class Code. 3. You can also add a new subsidiary and remain within your payment template. Click the Add Subsidiary button to be redirected to the Add Subsidiary page, then return to where you were within your template. 4. Click the Next button when you are finished.
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Commercial
Create a Payment Template
Step 4 – Account:
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1. Choose an account to withdraw from by finding its name using the search bar or checking the box next to its name. 2. Click the Next button when you are finished.
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Commercial
Create a Payment Template
Step 5 – Review & Submit:
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1. Select the Effective Date . 2. Enter the Recurrence of the payment by clicking Set Schedule . 3. Review the payment template and click the Save button at the bottom when you are finished. 4. Click either the Draft or Approve button.
Note : User roles may restrict a user’s approval rights, and they will only be allowed to draft payments. It will appear as a pending payment in the Activity Center until approved by an authorized user.
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Commercial Dual Authorization
With Dual Authorization, you can create a sense of security within your organization by developing an approval process so that a single user cannot draft and approve the same transaction. Each transaction can be set up with different allowances and restrictions, including maximum amount, type of transaction, and which account to pay from. To Authorize or Approve a Transaction:
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In the Transactions tab, click Activity Center . 1. Use the “Actions” drop-down to the right of a transaction and click Approve . 2. View the number of needed authorizations under the Approvals column.
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Commercial
HVFCU requires that any wire, ACH, payroll or tax payment transaction over $5,000 be authenticated with a secure access code. The secure access code can be delivered to any of the devices that you have registered for your user to receive these messages in your security preferences settings. We require members to enter another code for these types of transactions in order to protect against possible fraud or misuse of a user’s Business Internet Banking login. Secure Access Code
Note : If you have Short Code messages disabled on your phone, your Secure Access Codes may not be receive
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Commercial
Tax Payment
Initiate a Federal or State Tax Payment through the Electronic Federal Tax Payment System (EFTPS) from your home or office up to thirty days in advance. Initiate a Tax Payment:
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In the Business Banking tab, click Tax Payments . 1. Select a revenue service using the “Tax Authority” drop-down. 2. Choose a form from the list by clicking on it. 3. Enter the payment information. Fields marked with an asterisk are required. 4. Click either Draft or Approve button when you are finished. 10 11 12 13 14 15 16 17 18 19 20 1 2 3 4 5 6 7 8 9
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Commercial Mobile Authorizations
Mobile Authorizations enable an ACH or wire transfer approver to receive notifications via an automated telephone call and approve those transactions without having to log in to Online Banking. When a user with draft authority selects the Secure Access Code target of “Phone To,” the approver receives the automated voice call and has the ability to hear transaction information and enter their Mobile Authorization Code to approve the transaction. The Approver must first establish a Mobile Authorization Code as described below. Mobile Authorizations Setup:
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In the Business Banking tab, click Mobile Authorizations . 1. Enter a 4-digit code in the Mobile Authorization Code box.
2. Click the Add Email or Add Phone buttons to create a new contact method. 3. Choose which transaction types you want to be an eligible approver for by checking the boxes. 4. Click the Submit button when you are finished.
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Commercial
Create a Report
Use Online Banking with HVFCU to run reports of your payments and transactions. Depending on which report you run, it can be saved to your computer or device as a PDF, XSL, or a BAI. Create a Report:
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Click the Reports tab. 1. Select a report under Create New Reports in the top right corner. 2. A new screen will appear. Choose the Account, Date Range, and Schedule for the report. 3. Click the Save button when you are finished. 4. Click the icon to view or edit saved reports.
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